The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in a customer-oriented, efficient and fiscally responsible manner.

Public Works Committee Meeting Agenda August 24, 2020 – 6:00 PM

In light of the current COVID-19 public health emergency, this meeting will be held remotely only. The public can observe by connecting online at:

https://cityofmchenry.zoom.us/j/97223131767 The public can also call in to the following number: +13126266799, Meeting ID: 972 2313 1767

1. Call to Order

2. Public Comment: Any person wishing to address the Committee will be asked to identifythemselves for the record and will be asked but are not required to provide their address.Public Comment may be restricted to three minutes for each individual speaker. Orderand decorum shall be maintained at all public meetings.

3. Motion to approve the January 13, 2020 Public Works Committee Meeting report.

4. Review of request submitted for Honorary Street Sign designation of Bush Terrace inhonor of Mark Amore and if recommended, direction to forward the application to thefull City Council for consideration.

5. Presentation by City staff about general City drainage concerns.

6. Motion to Adjourn

The complete Public Works Committee packet is available for review online via the City website at www.cityofmchenry.org. For further information, please contact the Office of the Assistant City Clerk at 815-363-2108.

NOTICE: In compliance with the American with Disabilities Act (ADA), this and all other Public Works Committee meetings are located in facilities that are physically accessible to those who have disabilities. If additional accommodations are needed, please call the Office of the City Administrator at 815-363-2108 at least 72 hours prior to any meeting so that accommodations can be made.

Public Works Committee Meeting Minutes January 13, 2020 Page 1

Public Works Committee Meeting Minutes

January 13, 2020

Call to Order Alderman Santi called the meeting to order at 6:00 p.m. in the City Council Chambers. Roll Call Deputy Clerk Johnson called the roll. Roll call: Members present: Alderman Santi, Alderman Glab, Alderman Mihevc. Others present: Public Works Director Troy Strange, Staff Engineer Greg Gruen, Street Superintendent Scott Schweda, Deputy Clerk Monte Johnson. Public Comment Terry Locke was present and gave his opinion about the street program. He noted that there is a lot of patching going on, but patching won’t take care of the disease. Some subdivisions are only getting patched and are not getting resurfaced. Approve November 11, 2019 Minutes A motion was made by Alderman Glab and seconded by Alderman Mihevc to approve the minutes of the November 11, 2019, Public Works Committee meeting. Roll call: Vote: 3-ayes: Alderman Glab, Alderman Mihevc, Alderman Santi. 0-nays, 0-abstained. Motion carried. Review of 2020 Motor Fuel Tax road Resurfacing Program, Road Resurfacing Program History, and Motor Fuel Tax allotment records. Directory Strange explained that he wanted to get an early start for recommendation for an MFT only program, get bids out early, and get a contract awarded at the start of the fiscal year so we will not run against the limitations of the construction season. The roads selected this year is only a small selection of a five year concept that has previously been put before the committee. It was explained that the City has been receiving an increase in the MFT funding, and the streets being proposed for this year’s program would be paid for with those extra MFT funds. Currently MFT is being used for debt service, salt, and matches for federal aid programs. He is confident in funding projections that we can go out for bid using only the MFT money for the half million dollar program. Large display maps were used to show road program expenditures for the last ten years along with the five year recommendations. Past funding levels were discussed, and those levels have been sporadic. Debt service will come off the books in another year, and we have a projection of between $1 million and $1.2 million of MFT funds that can be used every year. Those funds will be available without having to pass ordinances, get new funds, or passing new taxes. The goal is

Public Works Committee Meeting Minutes January 13, 2020 Page 2 to push towards a stable and consistent funding amount that we can get to for maintaining the road network. This is just the first in a series of steps to get there. Alderman Santi noted that a line was drawn under Geneva Place for year one. It was explained that the roads above that line are included in the proposed early bid, and roads below it would be done if more money was received from the general fund and a later bid was done. It would take an extra $700,000 to include all roads below the red line for year one. Alderman Glab stated that if we spend $2 million each year, we will be in the same boat in ten years that we are in now. More funds will need to come in from other sources just to keep up. Alderman Glab also does not want to go for bids early. He stated that in his experience we got better prices by getting bids later in the year. A discussion ensued about the pros and cons of getting bids early or later in the year. Alderman Santi sated that even if we got early bids, we would not be required to accept any of the bids. If we weren’t comfortable with the numbers, we could go at a later time and try to get a better price. If the bids weren’t favorable, we could even have the possibility of making the project larger with other streets included for a later bid. The Committee agreed that if bids are received early, the Public Works Committee should get to review the bids and make a recommendation prior to them being taken to the entire Council. Alderman Glab questioned the process for picking certain roads in the five year program. He stated there was a system that worked years ago, but we have gotten away from it. There are many roads that have not been touched in years. Kensington needs done with all of the traffic at the school. Director Strange explained that the five year plan was not a comprehensive list of all of the bad streets. Alderman Santi stated that the Public Works Committee needs to convince the entire Council that general funds need to be used for the road program. He also advocated for Committee members to do a ride along with a member of the Public Works staff to look at roads and get ideas. Alderman Glab asked if there were other types of treatments that could be used on the roads to keep them from falling apart. Oil & chip, micro surfacing, and thin overlays were discussed. One problem with some treatment options is that they can only be used on roads that are not in bad condition. It is hard to sell the idea to many people that you are treating a road in decent condition when poor roads aren’t being resurfaced at all. A motion was made by Alderman Santi and seconded by Alderman Mihevc to present to full City Council the 2020 Motor Fuel Tax Resurfacing Program for authorization to publicly bid, and to allow staff to select a consultant to begin negotiations for a scope of services to include Phase III Construction Engineering for a 2020 Motor Fuel Tax funded Road Resurfacing Program. Roll call: Vote: 3-ayes: Alderman Santi, Alderman Mihevc, Alderman Glab. 0-nays, 0-abstained. Motion carried.

Public Works Committee Meeting Minutes January 13, 2020 Page 3 Alderman Santi reiterated that Committee members should schedule a ride along. Alderman Glab stated that we have done a tremendous amount of patching on some roads, and at some point the road just needs to be resurfaced. Director Strange offered to schedule ride along meetings for anybody that wants them. Terry Locke questioned of it was the age of the road or the condition that gets a street picked for resurfacing. His street is forty years old and has never been touched, although it has been maintained fairly well. He suggests putting the entire five year program out for bid all at once. He also sees the High School building and their nice facility, and they always take a top tax increase. The City doesn’t increase taxes and there is no money for roads. His opinion is that if the City made a tax for roads, nobody would complain because they would see that money is being spent on roads. Alderman Glab stated that he has had discussions with a State Senator for readjusting the money that goes to townships with very little to the municipalities. His hope is that this can get changed in the way money is allocated from the State. Greg Gruen reported that out of 19 cents a gallon for taxes, the City of McHenry gets 4 cents of that. Alderman Glab also wants to see what intergovernmental agreements we have with the townships. If the townships go away, the City could be impacted, and he wants us to be ready to deal with issues so we can be proactive instead of reactive. Adjournment A motion was made by Alderwoman Mihevc and seconded by Alderman Glab to adjourn the meeting at 7:12 p.m. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Glab, Alderman Santi. 0-nays, 0-abstained. Motion carried.

__________________________ ______________________________

Alderman Santi Deputy Clerk Monte Johnson

Department of Public Works Troy Strange, P.E. Director of Public Works

1415 Industrial Drive McHenry, Illinois 60050 Phone: (815) 363-2186

Fax: (815) 363-2214 www.cityofmchenry.org

The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in a customer-oriented, efficient and fiscally responsible manner.

COMMITTEE AGENDA SUPPLEMENT

DATE: August 24, 2020

TO: Public Works Committee

FROM: Troy Strange, P.E., Director of Public Works

RE: Honorary Street Sign Applications Review

ATT: 1) Honorary Street Sign Policy 2) Honorary Street Sign Applications _____________________________________________________________________________

At the November 7, 2016 City Council Meeting, City Council approved the attached revised Honorary Street Sign Policy. As part of the review process the Public Works Committee reviews the applications and makes a recommendation to the City Council for consideration.

The following Honorary Street Sign Applications (attached) were submitted in June of 2020 for consideration:

• Bush Terrace in honor of Mark Amore submitted by Mike Bloom and Aimee Oeffling The Honorary Street Sign program provides citizens of the City of McHenry with an opportunity to honor people and/or family members who have made significant contributions to the City. To be considered, the proposed honoree is required to meet the following criteria: historical and or cultural influence on the City; proof of significant association to the City; clear geographical relationship of street to the area of interest of the candidate; known to be of good moral character and clearly defined community or public contribution made by the honoree. Staff seeks a recommendation from the Public Works Committee for an Honorary Street Sign designation from the attached application to be presented to the full City Council for consideration.

Honorary Street Sign Application

Date*

Applicant Name*

Applicant Email*

Applicant Phone #*

Name of Honoree*

Existing StreetName*

Requested SignLocation*

Please complete the following criteria that will be used in the evaluation of your request. Attach additional documents ifrequired. Honoree must be of good moral character.

Historical and/orCultural Infulence ofthe Honoree on theCity

Provide Proof ofSignificantAssociation or FamilyTies to the City

Establish ClearGeographicalRelationship of Streetto eh Area of Interestof the Applicant

Clrearly DefinedCommunity or PublicContribution Made bythe Honoree

Signature*

6/28/2020

Mike bloom

As it would appear on sign, Maximum 20 characters including spaces

Mark Amore

Route 120

(intersection)

Route 120 and route 31 to route 120 andfront street

Criteria for Designation

Mark Amore was part of the Amore family who has long ties to the city of mchenryand mchenry county. Mark was a firemen for Mchenry fire district for 20 years anddid a lot in the community as well. Mark died April 16, 2020 in an off duty accidentand it would be appropriate if the section of route 120 from 31 to front street wherefire station 1 is was renamed After Mark.

Look up the mchenry township fire district and you can see Mark was there

Honorary Street Sign Application

Date*

Applicant Name*

Applicant Email*

Applicant Phone #*

Name of Honoree*

Existing StreetName*

Requested SignLocation*

Please complete the following criteria that will be used in the evaluation of your request. Attach additional documents ifrequired. Honoree must be of good moral character.

Historical and/orCultural Infulence ofthe Honoree on theCity

Provide Proof ofSignificantAssociation or FamilyTies to the City

Establish ClearGeographicalRelationship of Streetto eh Area of Interestof the Applicant

Clrearly DefinedCommunity or PublicContribution Made bythe Honoree

Signature*

6/18/2020

Aimee Oeffling

As it would appear on sign, Maximum 20 characters including spaces

Mark/Wayne Amore Ave

Bush Terrace

(intersection)

Bush Terrace and Reagan Blvd

Criteria for Designation

Mark Amore grew up in the town of McHenry. Mark attended McHenry schoolsgraduating from McHenry West Campus. Mark continued his education at MCCearning his Paramedic and Firefighter certifications.

Wayne managed McHenry Savings Bank for many years while also working for thefire district. Wayne retired from the bank to become Chief of the McHenry TownshipFire Protection District. Mark served the MTFPD for 20 years retiring from thedepartment as a lieutenant.

Both Wayne and Mark’s family live on Bush Terrace. In honor of Mark’s passing andhis children still growing up on this street I think it would be a great honor for them tosee everyday his name on the street sign outside their front window.

In 2004 Wayne became the first full time Fire Chief for the MTFPD after retiring fromMcHenry Savings Bank. Wayne was instrumental in building a 4th station for theMTFPD built which now stands in Legend Lakes subdivision.

Mark served as a dispatcher for a short time for the city of McHenry.As well as serving 20 years on the MTFPD as well as working onLincolnshire/Riverwoods Fire Dept.

Department of Public Works Troy Strange, P.E., Director of Public Works

1415 Industrial Drive McHenry, Illinois 60050 Phone: (815) 363-2186

Fax: (815) 363-2214 www.cityofmchenry.org

The City of McHenry is dedicated to providing the citizens, businesses and visitors of McHenry with the highest quality of programs and services in a customer-oriented, efficient and fiscally responsible manner.

PUBLIC WORKS COMMITTEE AGENDA SUPPLEMENT

DATE: August 24, 2020

TO: Public Works Committee

FROM: Troy Strange, P.E., Director of Public Works

RE: City Wide Drainage Discussion

ATT: City Wide Drainage, Powerpoint Presentation Slides Lakeland Park & Anne Street Drainage Location Maps

The City of McHenry has a long history of drainage concerns which vary in size and scope. These drainage issues can be localized or can encompass entire portions of neighborhoods. Two locations of specific concern are the Lakeland Park Neighborhood and the blocks surrounding the intersection of Anne Street and Front Street.

Because of the long-standing desire of the public to address these drainage issues and City Council’s interest in the topic, staff has called a special Public Works Committee Meeting dedicated to the topic of drainage.

Staff has prepared a presentation including a number of aerial displays provided for reference in order to brief the Public Works Committee on the topic of drainage for the following purposes:

• Reevaluate maintenance operations related to drainage• Define the standard of care with regard to the maintenance of City Drainage Systems• Establish a planning workflow for drainage projects• Update Public Works Committee and City Council on current drainage projects and capital

planning efforts

Public Works Director Troy Strange and Staff Engineer Greg Gruen will present to the Public Works Committee, City Council Members, and members of the Public in attendance.

City of McHenryPublic Works Committee8/24/2020CITY WIDE DRAINAGE

MAINTENANCE OPERATIONS & CAPITAL PLANNING

Why Have a Committee Meeting on Drainage?Many residents are unsatisfied with the current drainage conditions in a number of problematic locations in the City.

Typically, City Staff receive and document approximately 70 drainage complaints per year.

The last three successive months of May have all exceeded the previous record rainfall totals for the month and this has elevated the awareness of these issues.

Maintenance of Drainage Infrastructure & AssetsWhat is the City’s responsibility relative to drainage infrastructure & assets?◦ Drain the City ROW and cause no negative impacts due to City drainage infrastructure of deficiencies

thereof

When should the City dispatch crews to perform maintenance work?

When should the City undertake capital projects related to drainage and what are the limits of capital expenditures?◦ What level of impact◦ What magnitude of costs

Elements of Municipal Drainage SystemsClosed Drainage Systems (70% of City) Curb & Gutter Storm Sewer

Open Drainage Systems (30% of City) Open Ditches Driveway Culverts

Elements of Municipal Drainage SystemsWaters of the US◦ Creeks, Lakes, & Rivers◦ Army Corps of Engineers jurisdiction◦ Examples: LP Drainage Ditch, Boone Creek

Wetlands◦ Mapped Wetlands with IDNR Classification◦ Can also be considered waters of the US◦ Examples: Wheeler Fen

Elements of Municipal Drainage SystemsDetention Basins◦ Can be either public or private ownership & maintenance◦ Maintenance issues include vegetation overgrowth◦ Typically include overflow spillway and drywell infiltration◦ Maintenance model can either be manicured (mowed

grass) or natural vegetation

Private Property◦ Typical issues include:

◦ Localized “pocket” flooding◦ Running sump pumps◦ Ditches holding water◦ Maintenance of Detention Basins◦ Neighbor to neighbor runoff

Current Project Planning ProcessIN HOUSE PERFORMED PROJECTS

Resident Request is Received

Staff Makes a Determination

Project Execution as Schedule Allows or Staff Delivers a “NO” ruling to resident

Sometimes staff ruling is a source of anger for residents and they attempt to circumvent the ruling through political channels

Example: Crystal Lake Road Ditch Grading, Summer 2020

CAPITAL PROJECT

Mass amounts of complaints on a common drainage issue are received by staff or elected officials

Determination is made to study or perform engineering or construction project

Reactive decisions to build or study the issue can be biased by the most affected residents

Example: Lakeland Park Drainage Study 2016, Home Avenue & Ramble Road Basin Project

Project Planning WorkflowThe current challenge is that there is a lack of guidelines for how to prioritize & make decisions on projects

A Planning Workflow is needed in order to prioritize projects

Staff and Elected Officials need to make decisions to defer or move forward on projects based upon:◦ Financial Feasibility◦ Permitting◦ Constructability◦ Schedule◦ Allocation of City Staff Time

Proposed Work Flow

Schedule for Capital Project PlanningConsideration of projects on an annual basis

CIP consideration (Fall of Each Budget Year)

Budget Inclusion (Winter of Each Budget Year)

Existing City Programs & Policies

The “LIST”70 Service Requests/year377 Service Requests from 2015-2020

Lakeland Park2016 Lakeland Park Drainage Study

Work Completed to Date◦ Curran/120 Basin Property Acquisition◦ Home/Ramble Property Acquisition &

Preliminary Engineering◦ Central Avenue Storm Sewer

Remaining Challenge of the Core Group of Homes on Prairie

TRIBUTARY AREA TO MEADOW DR. CULVERT: 636 ACRES

PROPOSED 30 AC-FT DETENTION BASIN

PRIMARY PROBLEM AREA (PRAIRIE AVE)

– 28 HOMES

28 STRUCTURES TO REMAIN IN

10-YR FLOODPLAIN

PRIMARY BENEFITTED PROPERTIES

TYPICALLY DO NOT PERCIEVE A PROBLEM

Anne Street Drainage AreaHistory of Studies

Added pipe at Edgebrook-Duker in early 2000’s

IDOT Project Scope

Full Solution◦ Elimination of bottleneck at school◦ Impacts

RTE 31 CULVERT AT ANN STREET

RTE 31 BOX CULVERT

TRIBUTARY AREA: 1,958 AC

PROPOSED IDOT STORMWATER AREA 10 AC-FT

EXISTING OPEN CHANNEL AT ANN

STREET

EXISTING OPEN CHANNEL AT GOLF

COURSE

FOX RIVER

OPTION A: CONSTRUCT OPEN CHANNEL

BETWEEN SCHOOL AND GOLF COURSE

OPTON B: CONSTRUCT LARGE BOX

CULVERT

Detention BasinsPublic Basins are maintained “in-house” by Public Works staff

Operations Include:◦ Sediment removal◦ Maintenance of outfalls

Private Basins◦ Should be maintained by HOA

◦ Some HOA’s are no longer functioning and basin maintenance is falling to the wayside

◦ City is receiving requests to take over maintenance of these basins

◦ What is the Direction the City wants to take regarding these requests?

◦ What is the necessary Standard of Maintenance Care? (manicured or natural)

Channel MaintenanceEasement & Non-Easement

Illinois Drainage Law

City Attorney Recommendation

Ditching & Drainage Maintenance•Operations Policy Meeting – October 12, 2020

•Policies will set Standard of Care for Public Works maintenance operations

•Focus of City drainage maintenance operations will be to contain all ROW drainage within the City system and to protect both life and property

Questions?